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14 June 2019 Committee Agenda

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14 June 2019 Committee Agenda To:- Councillors D Aitchison, M Boulton, J Cooke, J B Cox, G Graham, R Grant, B Hunt, P K Johnston, J Latham, D Mair, B A Topping, and I Yuill Aberdeen City Substitute Members: Councillors, N Copland, P Bell, B Cormie, S Macdonald, T Mason, and J Reynolds Aberdeenshire Substitute Members: Councillors C Buchan, A Forsyth, S Leslie, D Lonchay, I Mollison, and G Reid STRATEGIC DEVELOPMENT PLANNING AUTHORITY FRIDAY, 14 June, 2019 at 2.00 P.M. COMMITTEE ROOM 5, WOODHILL HOUSE Your attendance is required at a meeting of the STRATEGIC DEVELOPMENT PLANNING AUTHORITY to be held on Friday 14 June, 2019, at 2.00 P.M. at the above address. Director of Business Services Aberdeenshire Council B U S I N E S S (All reports prepared by the Senior Planner, Strategic Development Plan, unless otherwise stated) 1. Sederunt, Declarations of Members’ Interests 2. Minute of the Strategic Development Planning Authority Meeting of 20 March, 2019 (Pages 3-6) 3. 2018/19 Annual Audit Plan – Report by the External Auditor (Pages 7-19) 4. Unaudited Accounts – Report by Treasurer (Pages 20-50) 5. SDPA Budget Monitoring Position as at 31 March, 2019 – Report by Treasurer (Pages 51-52) 6. Code of Corporate Governance – Report by Treasurer (Pages 53-56) 7. Housing Land Audit 2019 (Pages 57-215) 8. Bulletin June, 2019 (Pages 216-224) 9. Corporate Governance - Minute of Agreement (Pages 225-227) 10. Date of Future SDPA Meetings:- 25 September, 2019 – 2.00pm- Town House; and 13 December, 2019 – 2.00pm – Woodhill House Should you require any further information about this Agenda, please contact Jan McRobbie, Tel: (01467) 538371 or email [email protected] Item: 2 Page: 3 STRATEGIC DEVELOPMENT PLANNING AUTHORITY 20 March 2019 ABERDEEN, 20 March 2019. Minute of Meeting of the STRATEGIC DEVELOPMENT PLANNING AUTHORITY. Present: Councillor Marie Boulton, Chairperson; and Councillors Aitchison, Bell, Cooke, Forsyth (as a substitute for Councillor Topping), Graham, Johnston, Lonchay (as a substitute for Councillor Cox), Macdonald (as a substitute for Councillor Grant), Mair, Mollison (as a substitute for Councillor Latham) and Yuill. Apologies: Councillors Cox, Grant, Latham and Topping. Officers: Strategic Planning Authority: Ms C McArthur, Acting Team Leader, Ms S Lamont, Senior Planner, and Mr T Walsh, Senior Planner. Aberdeen City Council: Mrs G Beattie, Chief Officer, Strategic Place Planning, Mrs E Carlisle, Solicitor, Mr D Dunne, Policy and Strategy Manager, and Ms Vicki Johnstone, Trainee Solicitor. Aberdeenshire Council: Mr R Gray, Head of Planning and Building Standards and Mr B Stewart, Planning Service Manager, and Mr A Leil, Accountant. 1. DECLARATION OF INTERESTS There were no declarations of interest. 2. MINUTE OF THE PREVIOUS MEETING OF 26 SEPTEMBER 2018 - FOR APPROVAL The Authority had before it the minute of its previous meeting of 26 September 2018. The Authority resolved: to approve the minute. 3. ABERDEEN CITY AND SHIRE SDPA DEVELOPMENT PLAN SCHEME 2019 The Authority had before it a report which sought approval for a Development Plan Scheme for 2019. The report recommended: that the Strategic Development Planning Authority approve the Development Plan Scheme 2019 and its submission to Scottish Ministers. Ms Sheena Lamont, Senior Planner, spoke to the report and advised that there was a statutory requirement to prepare a Development Plan Scheme at least annually and the last scheme had been submitted in March 2018. Item: 2 Page: 4 STRATEGIC DEVELOPMENT PLANNING AUTHORITY 20 March 2019 She further advised that the Development Plan Scheme needed to set out the programme to prepare and review the Strategic Development Plan and what was involved at each stage, including opportunities for engagement. The Authority resolved: to approve the recommendation. 4. SUBMISSION OF PROPOSED ABERDEEN CITY AND SHIRE STRATEGIC DEVELOPMENT FOR EXAMINATION IN PUBLIC The Authority had before it a report which sought (1) consideration and approval of the responses to representations on the Proposed Aberdeen City and Shire Strategic Development Plan; and (2) approval of the submission of the Proposed Strategic Development Plan to Scottish Minsters for Examination in Public. The report recommended: that the Strategic Development Planning Authority – (a) note the representations received on the Proposed Strategic Development Plan and associated supporting documents; (b) approve the Report of Conformity with Participation Statement (Appendix 2); (c) approve the “Schedule 4” Summaries of, and Responses to, Unresolved Issues (Appendix 4), subject to any de-minimis or minor drafting changes; (d) authorise the SDPA Officers to work with Scottish Natural Heritage to finalise the content of the Habitats Regulations Appraisal; (e) authorise the submission of the Proposed Strategic Development Plan and appropriate supporting documentation to the Scottish Ministers for Examination in Public; and (f) agree that any modifications to the supporting documents listed in paragraph 2.2 (with the exception of the Habitats Regulation Assessment) be considered by the SDPA following the Approval of the Proposed Strategic Development Plan by Scottish Ministers. Ms Claire McArthur, Acting Team Leader, spoke to the report and reminded Members that the SDPA agreed the content of the Proposed Aberdeen City and Shire Strategic Development Plan (the “Proposed Plan”) on 24 August 2018 and that this decision had been subsequently ratified by Aberdeen City Council on 10 September 2018 and Aberdeenshire Council on 27 September 2018. Ms McArthur further advised that representations on the Proposed Plan and associated supporting documents were invited over a ten-week period from 8 October to 17 December 2018 and that in total 67 representations were received from a range of individuals, organisations and developers. She provided an overview of the responses which were available on the Council’s website. Following Officer review of the representations she confirmed that no significant modifications were proposed in the Draft Schedule 4 forms and the only changes were of a minor nature and generally related to clarifications. Finally, Ms McArthur advised of the next steps should the recommendations in the report be approved, but also of the steps should they not be approved. Item: 2 Page: 5 STRATEGIC DEVELOPMENT PLANNING AUTHORITY 20 March 2019 The SDPA expressed regret regarding the limited ability to consider modifications to the Proposed Strategic Development Plan and that it is now passed to a Reporter, appointed by Scottish Ministers, to examine the Proposed Strategic Development Plan. Following completion of the Reporter’s examination a report of examination will be submitted to the Scottish Ministers for consideration. The Authority resolved: to approve the recommendation. 5. SDPA BUDGET 2019/2020 TO 2023/2024 - REPORT BY THE TREASURER The Authority had before it a report for members of the Authority to agree the Budget for 2019/2019 and to note the draft budgets for 2020/21 to 2023/2024 as outlined in Appendix 1 to the report. The report recommended: that the Strategic Development Planning Authority – (a) agree the budget for 2019/20; and (b) note the provisional budgets for 2020/21 to 2023/24. The Authority resolved: to approve the recommendation. 6. SDPA BUDGET MONITORING POSITION AS AT 31 JANUARY 2019 - REPORT BY THE TREASURER The Authority had before it a report which outlined the budget monitoring position as at 31 January 2019. The report recommended: that the Strategic Development Planning Authority note the budget monitoring position as at 31 January 2019. The Authority resolved: to approve the recommendation. 7. SDPA BULLETIN JANUARY 2019 The Authority had before them a bulletin which provided a brief overview of strategic planning matters involving or relating to the work undertaken by the Strategic Development Planning Authority. The Authority resolved: to note the bulletin report. Item: 2 Page: 6 STRATEGIC DEVELOPMENT PLANNING AUTHORITY 20 March 2019 8. DATE OF FUTURE SDPA MEETINGS The Authority was advised that the scheduled meeting dates for the rest of 2019 were as follows: • Friday 14 June 2019, 2pm at Woodhill • Wednesday 25 September 2019, 2pm at Town House • Friday 13 December 2019, 2pm at Woodhill The Authority resolved: to note the meeting dates for 2019. - Councillor Marie Boulton, Chairperson. Item: 3 Page: 7 ABERDEEN CITY & SHIRE STRATEGIC DEVELOPMENT PLANNING AUTHORITY Date: 14 June 2019 Report Title: 2018/19 Annual Audit Plan 1. Purpose of Report 1.1 The purpose of this report is to inform the Aberdeen City and Shire Strategic Development Planning Authority (the Authority) of the 2018/19 Annual Audit Plan provided by Audit Scotland which sets out the audit work to be undertaken to provide an opinion on the Authority’s financial statements. 2. Background 2.1 Local Authorities and similar bodies are required to ensure that they demonstrate proper stewardship of their financial affairs. Auditors are appointed for a five year period and in line with standard practice, the current rotation of auditors commenced in 2016/17. The auditor for the Authority is Audit Scotland and the engagement lead is Anne MacDonald. 3. 2018/19 Annual Audit Plan 3.1 An annual audit plan has been submitted which has been prepared in accordance with Audit Scotland’s Code of Audit Practice. As well as responsibilities relating to the audit of the financial statements, the plan outlines the wider scope requirements in respect of public sector audit. With regard to the Authority’s wider
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